Proforma Invoice Generator
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Free Proforma Invoice Generator
A proforma invoice is a preliminary bill you send before a sale is finalized — it lets a client see the expected cost, quantities, and terms before committing, without creating a formal payment obligation. It's commonly used for international shipments (for customs clearance), large custom orders, or any deal where the buyer needs written confirmation of pricing before goods or services are delivered. This tool builds a clean, printable proforma invoice entirely in your browser — nothing is uploaded or stored.
How to create a proforma invoice
- Enter your business details and your client's information.
- Add the items or services with estimated quantities and prices.
- Include applicable tax, shipping, or discount estimates.
- Mark it clearly as "Proforma" and add a validity date if the pricing may change.
- Download as PDF or print to send to your client for approval.
Proforma vs. final invoice: when to use each
A proforma invoice looks like a normal invoice but is preliminary — it is sent before a sale is finalised to show the buyer the expected cost, quantities, and terms. It is commonly used to request an advance payment, to give a formal price commitment, or to declare an estimated value for customs on cross-border orders. Crucially, a proforma is not a demand for payment and is not recorded in your accounts; once the sale is confirmed you issue a final tax invoice, which is the document used for bookkeeping and tax.
- Label the document clearly as a "Proforma Invoice" so it is not mistaken for a final bill.
- Include a validity date, since prices and availability may change before the sale closes.
- Note that it is not a tax invoice and cannot be used to reclaim VAT.
- Convert it into a final invoice once payment is received or the order is confirmed.
Frequently asked questions
What is a proforma invoice?
A proforma invoice is a preliminary bill of sale sent before goods or services are delivered. It outlines expected costs so the buyer can approve the deal, arrange financing, or clear customs, but it is not a demand for payment and has no accounting value. Read our proforma invoice guide.
How is a proforma invoice different from a regular invoice?
A proforma invoice is an estimate sent before the sale is finalized and is not legally binding. A regular invoice is issued after goods or services are delivered and creates a formal payment obligation.
Is this proforma invoice generator free?
Yes, it is completely free with no signup, and works entirely in your browser.
Can I convert a proforma invoice into a final invoice?
Yes. Once the buyer confirms the order, you can use the same details to create a final invoice using our invoice generator.
Can I use a proforma invoice for my accounts?
No. A proforma is preliminary and is not entered in your books — only the final invoice you issue after the sale is used for accounting and tax.
What is the difference between a proforma invoice and a quote?
Both show an expected price, but a proforma is more formal and is laid out like an invoice, which is why it is often used for advance payments and customs clearance.
When should I use a proforma invoice?
Send a proforma when you need to give a formal price before finalising a sale — for example, to request an advance payment, confirm terms, or provide an estimated value for customs.
Can a proforma invoice be used for customs?
Yes. Proforma invoices are commonly used in import and export to declare the estimated value of goods before the commercial invoice is issued.